In businesses, errors in transactions are unavoidable. Sometimes it may be caused by your employees. But sometimes, you may have committed the mistake. Instead of focusing on the error that was done, better concentrate on measures that you can do to remedy the issue. There are points that you have to consider when you explain an error you have made.

• Write as you talk but be considerate and sincere with your tone.
• The letter should not be lengthy yet brief and concise.
• Make sure you include all the needed information. Explain why the error occurred.
• Accept your mistake and take responsibility for it.
• Assure your customers that the incident will never happen again.
• And lastly, proofread your letter before you hand them to the customers.

Sample Letter

May 26, 2010

Molly Burke
142 Peter St.
Birmingham, Texas 70382

Dear Ms. Burke,

We would like to thank you for informing us about the error on your credit card. We would like to express our sincerest apology for the accidental duplication of the service charge on your account. There was an error in my accounting and I overlooked to recheck the transactions that were done last week. The accounting department is resolving this issue to make sure that this will never happen again.

We extend our gratitude for bringing this matter to our attention. This will help us in providing you better service in the future. We are looking forward to serving you again. Rest assured that this error will not happen again. To make up for this error, we are offering you a VIP privilege card which contains discounts for our premium products and services. Our aim is to regain your confidence and trust.

If you have any other concerns that you would like to address, please feel free to contact me at 333-883-0893. We are more than willing to help you with your concerns. Thank you very much and have a nice day.

Sincerely,

John Patrickson
Manager, All Time Credit Company

In businesses, it is impossible to meet your client’s expectations all the time. There are instances wherein your poor service is given. This causes inconvenience to them. An employee isn’t very attentive, a package was delivered late, or many other reasons. But there will always come a time that a company has to apologize for poor or inadequate service sooner or later.

The secret to winning back your unsatisfied customer is to apologize sincerely. Remember that your success depends on our customers’ satisfaction. Once you lose their trust, you might as well lose everybody’s trust. So be sincere with your apology and admit your mistake. Before you send your customer an apology letter, give them a call or better yet, talk to them personally. The letter only serves as a follow-up for another conversation.

The letter shouldn’t be lengthy. However, it must be concise and have included all the necessary details. Never defend yourself. But instead of focusing on the problem, concentrate more on the measures being done to resolve the issue. Offer them some compensation to make up for the unmet expectation. And lastly, assure them that it will never happen again. Tell your customer that you are looking forward to serving them again in the future. Below is an example letter on how to apologize for poor or inadequate service.

SAMPLE LETTER

Ms. Jenna Watson
9809 Dewdrop Circle
Unit 54
London, Phoenix 07482

Dear Ms. Watson,

Good day, Ma’am! We would like to express our sincerest apology regarding the problems that you have been encountering with your internet plan connection.

We deeply apologize that your internet speed is slow these past few weeks. Our site is in the middle of construction due to the damage brought by last month’s storm. To compensate for this issue, we will not charge your bill for the next two months. We are doing the necessary steps on solving this problem. We hope that you understand as well. But we assure you that once the construction is over; your internet will be back to its normal speed.

It is our pleasure to serve you. And we are looking forward to serving you in the future. If you have any other concerns that you would like to address, please feel free to call me at 232-789-0907. We would be more than willing to serve you. Thank you very much and have a nice day.

Sincerely,

Matthew Ricks
Branch Manager, Web Connect Corporation

There are certain times in our lives that our behavior may be a little offensive to others. Most of the time, we are unaware of it and are just carried away by our feelings. Having to deal with such circumstances may be difficult. The person involved may have been hurt too much that he or she refuses to communicate with you anymore. So take the first step to fix things and don’t let this just ruin your friendship.

It is just natural for people to have misunderstandings at times. But never be too full of pride to apologize if you are to blame. Make sure that your apology is sincere and honest about how you feel. Explain your side of the story but do not make excuses. And lastly, ask for forgiveness and give the assurance that the incident will never happen again. Below is an example letter on how to apologize for offensive behavior.

Sample Letter

May 25, 2010

Jenna Marquez
2010 St. Agustin Boulevard
Apt. 2A
New York City, 80903

Samantha James
2010 St. Agustin Boulevard
Apt. 3J
New York City, 80903

Dear Sam,

I sincerely apologize for how I acted last night at your birthday party. I’m sorry that I spoiled your day. I am sorry for causing a scene in front of your family and friends. There is no excuse for what I did. You know that I don’t drink, but then I succumbed to the egging by some of our friends.

I was completely unaware of what I said and did at that time. I was out of myself because of the effects of the alcohol. It was only Jane who told me of the things that I did to ruin your party. And I am really sorry for that.

I know that you have so much trust in me that you came all the way to our house just to invite me to your party. But then I messed it all up. I know you regret having invited someone like me to join your party, I just spoiled it.

Please forgive me. I will do anything to fix this, and I will talk to your parents about what happened. I’m the one to blame for what happened. I am really sorry. I promise you that this will not happen again in the future. I hope you can forgive me. I don’t want to lose our friendship.

Sincerely,

Jenna

No relationship is perfect. Fights, disputes, and misunderstandings will come and go. Oftentimes, many people are hesitant and have a hard time when it comes to apologizing. Sorry is one of the words that are considered the hardest to say because of ego and pride issues. But try to look at apologizing as a time to heal and strengthen a friendship.

With today’s technology, you can just effortlessly type your letter on the computer and send it to them through email or private message. This is one of the big no-no’s when apologizing for hurt feelings. This is not a business transaction for you to be that formal; rather this is a friendship that is being resolved. It would be more appreciable to write these letters in special papers such as stationery. In this way, you can show your sincerity once they have seen your effort in handwriting the letter.

When you apologize, take your time on reflecting what went wrong. Be concise about the cause of the hurt feelings. Use words that will effectively communicate your thoughts and feelings. Always be honest and sincere when you are apologizing. Tell the person your side, your feelings and your sentiments about the matter. Never be afraid to admit your mistakes and ask for forgiveness. And lastly, assure them that you will make up for the wrongdoings that you have done. Below is an example of a letter on how to apologize for hurt feelings.

SAMPLE LETTER

May 26, 2010

Dear Jenna,

I sincerely apologize for the way that I behaved at last night’s slumber party. I was in a very bad mood because I had a fight with my mom. She won’t allow me to go out because I had to babysit my brother. We’ve talked about the slumber party a few weeks already but we had to go through a big fight before she let me go. That bad mood was even intensified by the traffic that I experienced while I was on my way to your house. However, I know that these are not an excuse for the things that I said to you.

I’m sorry if I yelled at you when you were just throwing a silly joke about me. It was too immature of me and I realized too late that you were just kidding. I thought you were serious about me not invited to your birthday bash because I was too occupied with my being a college freshman. I know I’ve been busy for the past few weeks and I want to make up for that.

I apologize for the way that I acted. After what I have done, I know that it will be hard for you to forgive and trust me again. But I will do everything to win our friendship back. You’re one of the best friends that I have and I cannot afford to lose you. I promise you that it will never happen again. I hope we can fix this and I’m really sorry. I’ll be waiting for your reply.

Sincerely,

Samantha

In our lives, accidents happen. These accidents that may lead to damage property that may be difficult to handle, especially when you have a good relationship with the person involved. You may not be the culprit but you find yourself held responsible for the accident.

These may result to further misunderstandings, so it would be best to fix this as early as you can. Do not let damaged property turn into a ruined friendship as well. Remember to write your letter as soon as possible after the incident.

The secret to effectively apologize for damaged property is sincerity. Show the person that you are sincere and regretful of what happened. Also, be careful with the words that you say. Understand and admit that you have made a mistake. Don’t forget to explain your side of the issue as well. Ask for forgiveness but never demand for it. And lastly, assure them that you will compensate and make up for all the damages. Below is an example of a letter on how to apologize for damaged property.

Sample Letter

May 26, 2010

Dear Jenna,

I am really sorry for the damage that I did to your car last night. I am aware that you worked very hard to be able to buy yourself a car. And I know you are very upset to have your car wrecked just like that.

I am ashamed of the reason why I caused you this trouble but still I feel that I owe you an explanation. It was a stressful day at work. I had overtime so I was really tired. All I wanted to do was to lie on the bed and sleep. So I found myself carelessly parking my car without noticing that yours was at the gateway.

I regret that my negligence has caused inconvenience to you. I promise you that I will be more careful next time. My insurance can’t cover the damage that I have caused you but I will pay you monthly. It is the very least that I can do. Please just send me the bills and I will keep in touch. I hope you can forgive me.

Sincerely,

Brenda Belle

Apologizing is one of the hardest things to do, especially if you are to apologize to someone who has worked hard for you. They have shown their loyalty and dedication to your company. Together, you built a good image for the business. People are always confident and satisfied with the services that you provide.

But in the field of business, things don’t always go the way as planned. Sometimes, your business just doesn’t perform well that you’ll be left with no choice but to close down. What could be more upsetting than telling them the bad news? This is a very crucial transition in one’s businesses. However, be sensitive when you write your letter to your employees.

The letter doesn’t have to be lengthy but it has to be clear and concise. Always think about their side or how they may feel. Apologize sincerely and explain the reasons behind the major transition. And try to lighten up the situation by saying some upsides in the end. Below is an example on how you can properly apologize to an employee or employees.

Sample Letter

May 26, 2010

Katie Dickenson
738 Gilmore St.
Unit 708
Chicago, IL 60000

Dear Ms. Dickenson,

Due to the adverse effects of economy to our business, we regret to inform you that we are downsizing the number of our employees. The company has decided to eliminate contract positions. Since you are under a 12-month contract position, your position is one of those affected.

Please do not think that this reflects the company’s impression on you. In fact, we find you as one of the most productive among all of our employees. The company will provide you a separation pay which is equivalent to three months salary. We will also give you other medical privileges for six months.

With your abilities and qualifications, we are more than confident that you will be hired by company to a comparable position in the near future. We would be more than willing to write you a recommendation letter to help you search for another job. Thank you very much.

Sincerely,

Michael Bridge
Executive Director
Web Connect Company

At one point in our lives, we have said or done something that have hurt the people around us. In relationships, conflicts and small fights are unavoidable. These misunderstandings can either make or break your relationship with that important person in your life. Rather than disturb and worry yourself about the problem, go and find a way to remedy it.

However, you should be able to admit when it is your mistake. Apologizing is not that easy. Sometimes, people even think that it is a sign of defeat, or a twitch to their pride and ego. But when you think of it, your pride and ego more important than your friend’s feelings?

Write a personal apology letter as soon as you can. It would be best if you write your letter on a piece of handwritten specialty paper. Do not just type and print it on your computer. In this way, he or she will know that you are sincere. Be careful and respectful with your words. On the first part, apologize immediately. And say exactly what you did wrong. Do not be afraid to admit your mistake and accept responsibility for whatever damage you have caused. Clearly state your feelings and lastly, assure them the same action will never happen again. Below is an example of how to write a personal apology letter.

Sample Letter

May 26, 2010

Dear Mitch,

I am really sorry for being immature these past few weeks. I’m sorry if I refuse to talk and see you. Some of our classmates told me that you were the one who spread the rumor about me cheating on our final exam. I was wrong for believing them rather than listening to you. I know you’ve been trying so hard to reach out to me but then I kept on pushing you away. I was mad. But when I realized that it wasn’t you after all, I felt very guilty. I know it will be hard for you to trust me again. And I understand if it will take a long time for you to forget the things that happened.

I promise to make it all up to you. I don’t want to lose a friend like you because you are one of the best that I have. And it was my biggest mistake to hurt you like that. I hope you can forgive me. Please tell me when you are ready to talk. I’d be more than willing to patch things up. I’ll be waiting for your reply.

Sincerely,
Jen

An apology letter for a late payment is an expression of regret for not being able to fulfill your obligation when it became due.

Most often, people disregard the essence of an apology letter. However, this letter signifies your unintentional and temporary inability to pay your obligation. The purpose of writing is to let your lender realize that you have no plan to avoid paying what you owe.

When your creditor receives an apology letter, there is a tendency for them to believe your explanation and understand your situation. Rather than cutting the communication, it will be beneficial to express your regret for the late payment of your financial obligation.

Sample Letter #1

From:
Parker How
Jones Manufacturing
123 Park Avenue
Orissa, Texas 22222
222-555-1000

To:
Oscar Rockefellow
321 42nd Avenue
Orissa, Texas 22222

Dear Mr. Rockefellow,

Jones Manufacturing is very sorry for not being able to pay its annual lease in the amount of $18,000. We were doing everything to meet our necessary expenditures but our operation and most of our customers were affected tremendously by the recent earthquake. We are aware of our obligation but we really could not make the payment on time.

It will be highly appreciated if you could extend the period during which we can pay our annual lease. For a period of five years, we have showed that Jones Manufacturing is a good payer; this one is a rare incident. It so happened that at present we are trying to be back on our feet.
Please accept our apology for any inconvenience our company has caused you. Thank you for your understanding and we do pray for your consideration in this regard.

Parker How

Sample Letter #2

From:
Parker How
123 Park Avenue
Orissa, Texas 22222
222-555-1000

To:
Oscar Rockefellow
321 42nd Avenue
Orissa, Texas 22222

Dear Mr. Rockefellow,

I deeply regret that it has taken so long to remit my monthly payment for the condominium which I purchased on credit. I was hospitalized for a week due to respiratory tract infection and the money I saved for the condominium was paid to the hospital instead.

At present I am ready to pay my obligation. I have enclosed a check amounting to $2,543.69 representing the April installment and its corresponding interest and penalty to clear up my obligation.
Again, I am sorry to be late with my payment but I do hope that you’ll be courteous enough to understand my situation.

Parker How

One of the primary responsibilities of a carrier is to deliver the correct cargo on time. Due to the heavy traffic handled by a carrier everyday, there will be unfortunate incidents that include mix-ups and delays in shipping.

As a carrier, when any of these circumstances happen, you should immediately extend a sincere apology to your clients. A letter of apology for a shipping delay or error is written to express your regret for the unfavorable delay and mix-up.

The purpose of the letter is to regain the confidence and continued patronage of your customers; hence, it should be written in humility. You have to assure your customers that you are in control of the situation.

Sample Letter #1

From:
Parker How
MV Princess
123 Park Avenue
Antioch, California 00022
222-555-1000

To:
Oscar Rockefellow
321 42nd Avenue
Antioch, California 00022

Dear Mr. Rockefellow,

Thank you for informing us about the mix-up of your cargo. The boxes containing your materials were mistakenly labeled which caused it to be delivered incorrectly. We are contacting the recipient of your cargo to have rerouted and be delivered it to you as soon as possible. We are very sorry for this incident.

Please understand that the error in shipping and delivery was committed unintentionally. There had been unusual volume of cargoes but this is not enough reason to justify the mistake so we are taking full responsibility for it.

Again, MV Princess would like to apologize for any inconvenience.

Parker How

Sample Letter #2

From:
Parker How
123 Park Avenue
Antioch, California 00022
222-555-1000

To:
Oscar Rockefellow
321 42nd Avenue
Antioch, California 00022

Dear Mr. Rockefellow,

Please accept our apology for the delay in shipping your costume. We know that the delay had caused not only inconvenience but trouble to the performing team. We heard that you tried to order new sets of costume to make sure that you can make it on the competition. For this matter, we are very sorry.

We admit that the delivery was one day late. But we hope that you can still use the costumes in your upcoming competition. Our delivery truck had an accident and there was no way to get the costumes on time. Our company regrets that this rare incident happened.

We appreciate your business with us, and to make up for our mistake we will take 50% off on this shipments invoice. If you have any questions, please let us know. Please accept our apology.

Parker How

Every task should be accomplished within a pre-determined timeline. Instead of accomplishing your task on the due date, it will be wise to complete your undertaking before the deadline. If you missed your deadline, you should issue a formal apology through a letter.

An apology letter for a missed deadline should be conveyed immediately before failing to meet the due date. The purpose of writing is to accept your mistake and give respect to the person injured by your lapses. Your letter should also tell the actions you are undertaking to correct the faults committed.

Sample Letter #1

From:
Parker How
NUMA Corporation
123 Park Avenue
Pneuma, New Mexico 00022
222-555-1000

To:
Oscar Rockefellow
321 42nd Avenue
Pneuma, New Mexico 00022

Dear Mr. Rockefellow,

Please accept my deepest apology for not finishing the presentation on time. I know it was my obligation and I could not have anticipated the power failure. There were unproductive days and I let hours to pass without accomplishing a single thing.

I am at a loss for words. It was my fault that our team was reprimanded. I am very sorry and hope to make up for my mistakes.

I already asked the Marketing Head to give us another chance to present our strategic plan. Fortunately, she allowed us to present next week. I am on way to finish the presentation and hope to finish it as early as the next day so that we can make necessary adjustments.

Again, I regret the day I put the team in jeopardy. Thank you for your patience.

Parker How
Project Manager

Sample Letter #2

From:
Parker How
Manager, Angel and John Associates
123 Park Avenue
Pneuma, New Mexico 00022
222-555-1000

To:
Oscar Rockefellow
321 42nd Avenue
Pneuma, New Mexico 00022

Dear Mr. Rockefellow,
We understand that Angel and John Associates are supposed to submit your income tax return and pay the taxes due thereon. We are very sorry that we missed yesterday’s deadline for filing the income tax. We admit our negligence and hope to settle the problem amicably.

Angel and John Associates have come personally to Internal Revenue Office to ask for an extension of filing the return without increments. The good news is they allowed the filing until today. The team is now on its way to pay your taxes. We regret that this event occurred.

To ensure that this does not happen again, we have modified our standard operating procedures. We apologize for any inconvenience this delay has caused you.

Parker How